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Privacy Impact Assessment (PIA) I. System Identification 1. IT System Name: BVP Volunteer Application Web Form 2. IT System Sponsor: Dana Small 3. System Sponsor Unit: Visitor Information and Associate’s Reception Center (VIARC) 4. IT System Manager: Dana Small 5. PIA Author: Dana Small and Amy Lemon 6. SI Unit Director or Designee: Katherine Neill Ridgley 7. Date: January 25, 2007 8. Brief (one paragraph) description of the system: The BVP Volunteer Application Web Form provides members of the public with the option of applying on-line for volunteer positions in the Smithsonian’s Behind-the-Scenes Volunteer Program (BVP). The on-line application makes it fast, easy and convenient for individuals to apply. The BVP Volunteer Application Web Form is one of three options for members to apply to the Behind-the-Scenes Volunteer Program. II. Privacy Assessment 1. What information is being (or will be) collected. Members of the public voluntarily and directly submit the following information via a web form which mails the data to email@example.com in the form of an e- mail. E-mailing a resume is optional. 01. Name = required 33. End Availability 94b. City State 02. Date = required 34. Hours Available per Week 94c. Title 03. Address = required 35. Availability 94d. Dates 04. City = required 60. Other 94e. Supervisor 05. State = required 61. Other 94f. Title 06. Zip Code = required 79. Other Computer Skills 94g. Telephone 07. E-Mail 80. Highly Skilled 94h. Duties 08. Home Phone = required 80. Other Computer Skills 95a. Volunteer Experience 09. Other Phone 80. Some Experience Organization 10. Permanent Address 81. Language Skills 95b. City State 11. Emergency Contact 82. Language Skills 95c. Title 12. Relationship 90. Other Description 95d. Dates 13. Emergency Phone 91. Objectives 95e. Supervisor 14. Age if under 18 92a. Work Experience Organization 95f. Title 15. Date of Birth (if under 18) 92b. City State 95g. Telephone 18. School 92c. Position 95h. Duties 19. Degree 92d. Dates 96. Reference 1 20. Major 92e. Supervisor 96. Reference Phone 21. School 92f. Title 97. Reference 2 22. Degree 92g. Telephone 97. Reference Phone 23. Major 92h. Duties 98c. When last applied to 24. School 93a. Work Experience Organization volunteer at SI 25. Degree 93b. City State 98d. Volunteer Program Applied 26. Major 93c. Title to Previously 27. Other Education 93d. Dates 99a. Permission for General 28. Current School 93e. Supervisor Mailing List 29. Grade 93f. Title 30. City 93g. Telephone 31. State 93h. Duties 32. Available Starting = required 94a. Volunteer Experience Organization Not all fields are required for a member of the public to submit an on-line application. At a minimum, BVP needs the following data elements to accept an on-line application: name, mailing address, and phone number for the purposes of contacting them to schedule an in-person volunteer placement interview. If an application is missing these three elements, BVP staff is unable to contact them to schedule an interview. If any other elements are missing on the form, the applicant has the opportunity to provide this via the phone when BVP staff calls to schedule the interview or during the in-person interview. 2. Why the information is being collected. To apply and be placed as a Smithsonian volunteer, Smithsonian staff members need to assess each applicant’s qualifications prior to an in-person interview. 3. The intended use of the information. Data is needed for contact information so BVP staff can schedule an in-person interview with each applicant. It is also used to assess whether or not the applicants meet the minimum requirements of the program prior to the in-person interview; the data is also used to assess the qualifications of the applicants for volunteer placement. BVP staff members access each application via e-mail and gain information on each volunteer applicant. This includes the applicant’s contact information, emergency contact, availability, references, age (only if under 18), educational history, work history, previous volunteer experience, foreign language skills, computer skills, general interests and objectives in seeking a volunteer position at the Smithsonian. Each on-line application is printed as soon as it arrives at firstname.lastname@example.org then deleted. 4. With whom the information will be shared. Only BVP staff members have access to the data. BVP staff members include the Program Coordinator and the Program Assistant. Whenever an applicant has the required skills and qualifications for a certain volunteer project, printed applications are faxed to the individual SI staff member who listed the specific volunteer project with BVP. No information about the applicants is shared outside the SI. When applicants answer “yes” to question 99a, they are giving BVP permission to share their names and addresses with other SI departments who request it for specific mailings designed to raise funds for the SI. When applicants answer “no” to question 99a, their contact information is not included in these mailing lists. The data is never shared outside the Smithsonian. Names and addresses are not shared internally for general mailings unless the applicant has granted permission on the application form. 5. What notice or opportunities for consent would be provided to individuals regarding what information is collected and how that information is shared. The applicants are given the option of completing and submitting the application on-line (attaching a resume is also optional); printing out a blank application, completing it by hand and mailing it to the BVP Office; or having a blank application mailed to their homes which they can complete by hand and mail back to the BVP office: VIARC – BVP, Smithsonian Institution, SIB, Room 153, MRC 010, PO Box 37012, Washington, DC 20013-7012. Individuals can determine if their information is accurate and can correct it during the in-person interview. Also, BVP mails out an annual “Volunteer Update Form” which allows placed volunteers to update their contact information. 6. How the information will be secured. Access to the volunteer application e-mail messages is limited to the Behind-the- Scenes Program staff and access is revoked promptly for departing and reassigned personnel. Passwords for e-mail access conform to the Smithsonian Directive, SD 931, Use of Computers & Networks and change every 90 days. Workstations are kept up-to-date with the latest security patches and anti-virus software. Workstations have screensavers configured to activate and lock after 10 minutes of inactivity. On-line applications are deleted as soon as they are printed. Social security numbers are not requested and there is no field in the on-line application to add one. If an applicant includes a social security number on an accompanying resume, it is marked over with black pen on the printed form so it can’t be read. Printed applications are placed in filing cabinets that lock and are shredded when no longer needed.
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